Vendors MUST be onsite both days. Vendors are not allowed to take down early unless instructed to do so by Festival. Vendors who do not adhere to this policy will asked to leave the premises, will forfeit their fees and will not be allowed at future festivals.
It is understood and agreed that Vendor is acting as an Independent Contractor in its capacity hereunder. Vendor shall be responsible for all acts or omissions of its employees and volunteers. Nothing contained in this Agreement or in the relationship between Festival and Vendor shall be deemed to constitute a partnership, joint venture or agency relationship between Festival and Vendor.
CONTROLLING AGREEMENT:
All provisions of any understandings between Celebrate Oak Ridge, Secret City Festival, City of Oak Ridge (hereinafter referred to as “Festival”) and the Vendor listed in Paragraph 1 (hereinafter referred to as Vendor”), are incorporated herein and this Agreement supersedes all prior negotiations, representations, understandings, or other agreements, written or oral by or among any of the parties hereto. No representative of the Festival is authorized to modify or supersede this Agreement orally. This Agreement may only be modified or amended in writing. In the event of conflict between this Agreement and any prior, contemporaneous or subsequent agreement between the parties, it is expressly understood and agreed that the provisions hereof are controlling.
PARKING:
The Vendor parking will be completely different from last year. Due to the change in the festival footprint, no vehicles will be permitted to park on festival property. It will be Vendors responsibility to physically transport all of their inventory and tents to their assigned location. However, assistance with unloading and loading will be available to Vendors for a nominal fee. That information will be sent to Vendors upon approval. Parking will be available across the street at the High School, as well as at ORAU.
HOUSEKEEPING:
Vendor areas should be attractive with tables covered and preferably skirted. Trash receptacles and recycle bins will be provided. All vendors are required to minimize and conscientiously dispose of waste and to use recyclable and biodegradable products as much as possible. NO STYROFOAM PRODUCTS ALLOWED. No glass bottles allowed. Vendors are also required to recycle all cardboard and plastic products. Recycling containers will be onsite at the festival. Vendors who fail to remove trash and place in the appropriate receptacles and do not leave their booth space as they found it will potentially not be considered for future Festival events.
INCLEMENT WEATHER:
We do our best to continue with the festival, rain or shine, however to maintain the safety of our patrons, performers, activities, animals and musical instruments we may need to shorten, delay, alter, or close a specific part of the Festival. In very rare cases we may close early, open late, or not open at all due to extreme weather conditions. For your safety and the safety of our Festival participants we require that you follow the directions given by our staff, Oak Ridge City staff, and special security if the need arises to close due to dangerous weather or other conditions. In the event that the City of Oak Ridge determines that it is unsafe to proceed with any or all of the events, we will do our best to get the word out immediately by posting on our website and social media, as well as issue a press release to local TV and radio stations.
SECURITY/LIABILITY:
Vendor accepts full responsibility for all liability for damages to person or property arising out of its use and occupancy of the premises and sales of the products therefrom. Security personnel will be on the grounds overnight Thursday and Friday. However, this is only a precautionary measure. The Festival and the sponsors assume no responsibility for theft, damage of equipment or merchandise at any time during your participation in this event. PLEASE DO NOT LEAVE YOUR SITE UNATTENDED!
PERMIT/LICENSE:
Your vendor fee includes a two-day business/vendor license that is only valid during the Secret City Festival, September 24-25, 2021. If you have a Tennessee business license, include a copy with your application. Please note that your information will be turned over to the Tennessee State Revenue Department and you will be responsible for collecting and paying state sales tax. This applies to all vendors that are selling products.
FESTIVAL AUTHORITY:
Festival shall have complete authority and control over all aspects of the Event. It reserves the right in its sole discretion to oversee and make whatever arrangements it deems appropriate for security, crowd control, cleanup, publicity and any other matters affecting the overall Event operation. Festival makes no guarantees as to any specific level of Event attendance, nor that Vendor will achieve any specified dollar amount in sales. Festival shall not be responsible for lost or stolen money or merchandise.
ALCOHOL/TOBACCO:
No alcohol or tobacco products or the use of any of these will be permitted at any time at your booth.
NO FOOD SERVICE:
Vendors in this category may NOT sell or give away ready-to-eat food or drinks, with the exception of bottled water. This does not include small samples. Water coolers stations will be located throughout the Festival grounds and will be provided by the Festival. Water may not be sold by a Non-Food Vendor, however, you may hand water out without charging a fee.
CARNIVAL GAMES & ACTIVITIES:
Carnival games and activities are approved, procured and operated by the Children's Activities Coordinator. Carnival games and activities are not to be handled or operated by vendors at the vendor booths.
MISCELLANEOUS:
Non-craft items (i.e. coins, watches) are not to be sold by artists, hobbyists or crafts people. Demonstrations of arts and crafts are encouraged.
HOLD HARMLESS AGREEMENT:
With these rights, we hereby release and hold harmless Celebrate Oak Ridge, the City of Oak Ridge, the Secret City Festival, its employees, volunteers, sponsors and agents from any claim, liabilities and/or damages that may now or in the future arise by reason of such use.
Further, we acknowledge that we are aware of the risks associated with participation in the Secret City Festival and, therefore, on our behalf and that of our heirs, do hereby release and hold harmless Celebrate Oak Ridge, the City of Oak Ridge, the Secret City Festival, its employees, volunteers, sponsors, and agents for any and all claims, liabilities and/or damages on account of any personal injury or property damage which may occur from any cause before, during or after the Secret City Festival.
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